Term · AI
AI register
An AI register is a list of the AI tools your business uses. That way you know what is running, who uses it and with which data.
In short
An AI register is an overview of the AI tools and AI systems in your organisation. For each tool it states what you use it for, who works with it, which data goes into it and which agreements are in place. The Dutch Data Protection Authority (Autoriteit Persoonsgegevens) names such an inventory as the first step towards AI literacy. The government's algorithm register is something else.
What is an AI register?
An AI register is an overview of the AI tools and AI systems your business uses. For each tool, you write down what it is for, who works with it and which data goes into it. Often it is a simple table in a spreadsheet.
The word register sounds official. For an SME, it is usually an internal overview that you keep yourself.
What goes in it?
| Item | What you fill in |
|---|---|
| Tool | The name, and whether it is a business or free account |
| Purpose | What you use it for, for example drafts for customer emails |
| Users | Which department or role works with it |
| Data | Which data goes into it, and whether that includes personal data |
| Agreements | For example whether there is a data processing agreement |
| Risk | Your assessment, and whether the application could fall into a stricter category |
| Owner | Who keeps this row up to date |
Why keep an AI register?
You can only make agreements about AI once you know what is being used. The Dutch Data Protection Authority (Autoriteit Persoonsgegevens, AP) names mapping your AI systems as the first step towards AI literacy. Do you already have a record of processing activities for the GDPR? According to the AP, that is a good starting point.
With the register, you can also see whether an application could fall into a stricter risk category of the EU AI Act. And it belongs with your AI policy. The policy states which tools are allowed. The register states which ones are in use.
Is an AI register mandatory?
The EU AI Act does not mention an internal AI register that every business must keep. But without an overview, it is hard to comply with the other rules. Two things look similar, but are something else:
- The government's algorithm register (Algoritmeregister). In it, Dutch government organisations publish information about the algorithms they use. It is for the government, not for businesses.
- The European database for high-risk AI. Providers of such systems register them there. In certain cases the user must also register the use, for example a government body.
Example in an SME
A made-up example
A transport company asks each department which AI tools they use. The list includes a chat service, a translation tool, the AI function in the planning software and a tool that takes minutes. For each tool they fill in the items. The minutes tool turns out not to have a data processing agreement yet. They sort that out first.
In AI policy & training, you and I draw up this overview together, alongside the rules for AI use. Read more about the AI training. You can find an example of an AI policy with a register in AI policy on one page.
Frequently asked questions
How often do you update an AI register?
With every new tool or new application, and also at a fixed moment, for example twice a year. Also watch out for AI functions that are added to software you already have.
Is an AI register the same as the algorithm register?
No. The algorithm register is a public register of the Dutch government. An AI register in your business is an internal overview for yourself.
Sources: the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): Getting started with AI literacy (in Dutch), AP: EU AI Act (in Dutch) and The Algorithm Register of the Dutch government (in Dutch). Consulted on 7 October 2026.
Written by Bart van Engelenhoven Founder of Uniekaiconsultancy in Ede, the Netherlands. Bart analyses how SMEs work and builds software, integrations and AI applications himself. Last updated: 7 October 2026
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